Versions Compared


  • This line was added.
  • This line was removed.
  • Formatting was changed.


You will notice a different look and feel when the Task List runs on an iPhone.

Task List on the iPhone

Task List

Tasks appear on the task list for one of three reasons:

  • You clicked the save icon on a form or flow which had the saved/load feature enabled.
  • workflow was directed to you to perform the next step in the flow. 
  • A workflow was directed to a role (ex: Manager) to perform the next step in the flow, and you have that role. See embedding your task list

You will see your tasks when you login. If your user account has the special frevvo.designer role, you must click on the My Tasks tab to view your tasks. Customers using a

 space, may have to click on the Important Items tab to access the Task List. The icon expands and contracts the task list . It will show a menu with two selections, My Tasks and Shared Items when it is expanded. A contracted Task list will show the associated screens to the right while an expanded Task List displays the screens below it.



 user that sent the the task to your Task List displays in the top left The date/time that the task was navigated to the user's task list is shown on the top right. Task List time is always displayed in the Task List and Audit Trail in the user's browser local timezone.on desktop and mobile devices. Task information, intended to provide additional information about the task for the user who is going to perform it, is configurable by the designer and appears in the bottom left.

My Tasks Menu

The My Tasks page lists your saved forms and flows workflows and all the flows workflows pending to be performed by you or pending to be performed by someone with one of your assigned roles. You can:


The header provides a menu of actions you can take:

Image Added
  • Image AddedToggle the left side navigation bar.
  • Click the Image Addedicon to manually refresh the Task List. The expanded/contracted state of the refreshed task list will not change. 






The Task List does not automatically refresh. Users who rely on their Task List instead of Task Notification emails should manually refresh the list regularly.

  • Image AddedInbox displays a non-expanded task list.  


  • Image ModifiedRecent


  •  displays all tasks you acted upon in the past 7 days. The task list is color coded. Tasks with a green background have been submitted, while those with an white background are pending/saved. A red background indicates tasks that have been aborted. The image shows one submitted task, two aborted tasks and two pending tasks.


  • Image ModifiedSaved


  •  displays all tasks currently saved by you.


  • Image AddedSearch for tasks you have performed in the past.


  • Image AddedEmbed your task list in another web page


 Image Removed
  • .

Pending Task Menu

The Tasks page displays a list of all your pending tasks by form/


workflow name.


Each task has it's own menu of actions:

Image Added

  • Image AddedQuick View the task without displaying the entire form. Quick  Quick View allows the user who's responsibility it is to review the task (manager, supervisor, reviewer etc.) to add a comment, approve or reject, sign and pass it to the next user in the flow. Quick View is enabled by the designer. See below for the details.
  • Click the Image Removedicon to perform the Image AddedPerform the task. This  This icon is red when the task is locked by you so that only you can perform it. No other users with your role can perform this task unless you unlock it . The icon is blue when the task is shared between multiple users, for example when the task is assigned to a role i.e. group of users.
  • Click the Image Removedicon to modify a task and send it Image AddedAbort the task. The abort icon will only display if the user is a flow administratortenant admin or a designer user.
  • Image AddedLock the task so you can perform it later.
  • Image AddedUnlock the task and return it to the task pool.
  • Image AddedModify allows you to send the task back to a prior step, abort abort, reassign or reset a the task. The Modify icon will only display if the user is a flow administrator, tenant admin or a designer user. 
  • Click the Image Removedicon to see Image AddedAudit Trail displays the event history for this specific task. For  For flows you will see all the users that have participated in the flow thus far. For saved forms & flows you will see each time you clicked save 
  • Click the Image Removedicon to lock a task so you can perform it later
  • Click the Image Removedicon to unlock this task and return it to the task pool
  • Click the Image Removedto abort a task. The abort icon will only display if the user is a flow administratortenant admin or a designer user. & flows you will see each time you clicked save.

Not all tasks have all the action icons listed above. For example saved forms may not have the lock, unlock or modify icons. This is because saved forms usually can only be performed by the user that saved them. Thus in that sense they are already locked by you and cannot be unlocked back to any other user. Workflow tasks may or may not have the modify or abort icons. The icons only display f the user is a flow administratortenant admin or a designer user. The modify action does not make sense for saved forms.


If the task displays the disabled icon, this indicates that the task is currently being performed by another person or that another person has clicked the lock icon to reserve the task. When this is the case, the only person that can complete this task is the person with the lock. View the audit trail or hover over a locked task to see who holds the lock. You can ask that person to unlock the task if you want to perform it. You can also ask your tenant administrator to unlock a task.


  • - The task can be continued (displayed for pending events, and pending flows)
  •  - Displayed for saved forms
  • - This task was modified and reset to this step
  • - This task was finished
  •   - The task is locked by a user
  • - The task is aborted
  • - The task has been reassigned to another user or role by an administrator
  • - User can view every completed task in a flow that the user performed. The legacy anonymous task is also supported. Refer to View My Task for the details

Here is the event history for a Mortgage Application workflow that was initiated by an anonymous user ("By:Anonymous "). Next the task was performed by the manager Jack Smith. Next supervisor Sam Spade rejected the task back to the step previously performed by the manager. This workflow now resides on the manager's Task List.


Here is the event history of a 2nd Mortgage Application workflow. The flow was initiated by an anonymous user (Johnson) and then approved by manager Jack Smith. The tenant admin, John Castle, then aborted the task. Abort removes the task from everyone's task list. This task can still be found by any user that performed one or more steps or by the tenant admin via Search History.

Use the history message property to add custom messages to the audit trail for the steps of a workflow.


  1. Login to your
  2. Click on My Tasks or Task List under Important Items if you are using a
  3. Click the Search icon
  4. Select the workflow from the dropdown and set any other search criteria. Click Submit. 
  5. Search for your task in the returned List.
  6. Click the  Audit icon to display the Audit Trail
  7. Click the View icon to  display the flow step.
  8. Click the Audit icon again to return to the Task List.


The new employee completes the first four steps and sends the workflow to HR for processing,.

Image RemovedImage Added

The Audit Trail will show the View icon on the step pending for HR. The  employee clicks the View icon and the flow opens on the Employee Information step. The employee clicks the Next button to navigate through all four screenflow steps.


The View My Task feature eliminates the need to design workflows that send an Email with a PDF attachment after each step is executed to provide users with a way to keep track of submitted data. You can simply use the Task Search to find your workflow and then use the Audit trail to view the information you submitted.


The image below shows the Task List of Manager Jack Smith after Manager Jerry Mouse has claimed the Expense Report submitted by employee Giorgio Armani. Clicking on the perform icon will not display the task. If you hover over these icons to a tool tip with the username of the person who currently has this task locked displays. If a task is currently locked, the last entry in the audit trail will show who locked it and when.


Designer users and flow administrators will see the  Modify this Task icon when the task appears on their task list. The tenant/flow admin/designer user performs a search to locate the task then click the  Modify this Task icon. Clicking the Modify this Task icon on a Saved task presents this screen without the Reset to Step section.


The tenant admin must perform a search to locate the task then click the  abort this task icon. 


A task can also be aborted by checking the Abort this task checkbox after clicking the modify this task icon for that task. Checking "Yes" for the Abort this task question collapses the Reset to Step section. A required reason for aborting the task must be entered before clicking Submit. The reason will be visible in the audit trail.

Reassigning a Task

Reassigning a workflow task to another user/role can be done automatically via workflow escalation or performed manually by administrators. Tenant/flow admin users can modify both workflows and saved forms. This gives the admin the ability to move a saved form or a pending workflow step from one user's task list to another.


Admins should use caution when reassigning a workflow task to another user or role. It is possible to change the flow in a way that may have been unintended by the person that designed/created the workflow, including giving users permissions to view and edit steps they were not intended to have permission on. This is why only the tenant/flow admins have the permission to reassign to a specific user or role.


The Task Search history only displays forms and workflows which have the "show in history" property enabled. This property is configured by the form or workflow designer. If you don't see a form appearing in your history, contact your tenant administrator or the flow designer and ask them to enable this feature.

Image RemovedImage Added

You can only search for tasks of one form or flow. You can search for tasks by:

  • A specific date range when you performed that task
  • Tasks with a particular Submission status
  • Tasks that ended with errors.
  • Tasks that meet the criteria specified by Fields in your form/flow, the selected Condition and the value entered in the Value columnCustomized filter condition logicthe selected Condition and the value entered in the Value column
  • Customized filter condition logic

Start your search by choosing your role in the workflow you are searching. A Participant is someone who is assigned or completed any step of the workflow. A Workflow Admin is a user who has "Administer the Workflow" Access Control. The default selection is Participant.

Image Added

Submission Status

Here is an explanation of the available states:


If all the Submission Status boxes are unchecked and the Submit button is clicked, the following warning displays:

Image Modified

This message will not clear if you hit the Reset button. Cancel out of the Task Search to clear it.


titleClick here for information about setting up search criteria using fields from your form/flow.

The Filter Form/flow by data section of the Search screen allows you to optionally setup additional search criteria using the Searchable Fields configured for the form/flow. The Condition column provides the available conditions based on the type of field, and the Value column allows you to enter matching values.  The  filter logic can be edited using ANDs and ORs, etc.

Condition Column

The Condition column choices depend on the data type of the selected field. The data types and their corresponding options are shown in the table.

Data Type(s)Conditions Available in the Dropdown List
Date, Time, Date/Timeis equal to

is not equal to

is after

is before

is on or before

is on or after

is within last

contains a value

does not contain a value
Number, Money, Quantityis equal to

is not equal to

is greater than

is less than

is greater than or equal to

is less than or equal to

contains a value

does not contain a value
Text, TextArea, Email, DropDown, Radio, Checkboxcontains

does not contain

begins with

ends with

is equal to

is not equal to

contains a value

does not contain a value
Boolean Checkboxis equal to
Value Column

The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. The allowed values for Field Type(s) and conditions are listed in the table.

Field TypeConditionValue Entry Field TypeNotes
DateAny except 'is within last'Date Picker

TimeAny except 'is within last'Time Entry

DateTimeAny except 'is within last'Date and Time Picker

Date, Time, DateTime'is within last'Special time duration entry field.Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0.
Number, Money, Quantity

number field

Text, TextArea, Email, DropDown, Radio, Checkbox

Text field

Boolean Checkbox

drop down containing true and false options

For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/flow, you will be prompted to "Enter text".


A Date, Time or Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for tasks performed in the last 2 hours you can enter 02:00 or as 2:0. To search for tasks within the last 2 months and 12 days, enter 02:12:00:00.

Image Removed

Image Added

If you enter an invalid value, an error will display with instructions:

Image Modified

Editing the Logical Expression

If you want to modify the logical expression, click the Edit button. The logic expression becomes editable.

The Logic Expression allows you to customize and combine the filter conditions using ANDs and ORs as well as parenthesis () to group terms of the expression.

  • Each filter item (expression) is represented by a letter (A for the Date range or B for the State or a number that corresponds to the row of the sub-expression in the Other Filter Items grid).
  • Combine the letters and numbers using parenthesis to group items as needed.
  • Build the logic of the overall predicate expression using AND and OR as appropriate.
  • Click save when done to save the expression. Please correct any indicated parse errors in order to save.

Searches are initialized with the data entered as part of the previous search performed in the current web session. The one exception to that is the Filter Form/Flow by Data table which will always start out empty.

The Reset button clears all filter fields with the exception of Submission Status which is reset to all checkboxes checked.

Task List Search Example

The image shows an example of a Task search screen and the results displayed. Manager Jerry is searching for:

  • Tasks in all submission states for Purchase Orders for companies named SWBC or
  • WHBC performed between
  • 3/1/
  • 202 and
  • 3/
  • 31/
  • 2020.
  • There is a field in the PO named Client Company that has been set up as
a Searchable field
  • a Searchable field.
  • Workflow Admin is selected in "Find tasks for which I am". Note that if Jerry selects "Participant" he will only see tasks he has participated in, not his own pending tasks. In this example, he has been assigned Workflow Admin Access Control, so he selects Worfklow Admin in order to see all tasks, including pending tasks.
  • The Purchase Order workflow is selected from the Form/Flow dropdown.
  • The field named ClientCompany is selected from the Field dropdown.
  • The condition for the Client Company field is contains.
  • A value of SWBC is entered in the Value column on the first line.
  • Jerry clicks the Image Modified icon and adds another line where the value of the Client Company field is
  • WHBC
  • Jerry clicks the Edit button and changes the logical expression from 1 AND 2 to 1 OR 2 and clicks Save.
  • He selects the Start and End Dates and verifies that all the submission status checkboxes are checked
  • He clicks Submit.
Image Removed
  • Image Added

The results show a PO for SWBC currently in a pending state. Checking the Audit Trail reveals that the task is on his Task List and is locked by him.

Checking the Audit Trail for the PO for DFBC shows that it was submitted by Jerry on 11/21/2016.


Workflows only appear in your search results if you performed one or more steps in the flow. Workflows will NOT appear in your search results just because it was at one point in time on your task list but was performed by a user other than you. For example if a workflow is on your task list because you have the role (ex: Managers) to which a particular flow step is assigned, but this step is performed by another user with that role, then this task will not appear in your search list.


The tenant admin user is able to search for tasks that were performed by other users. The search history form for the tenant admin has several additional search criteria fields.

Select a Form/Flow from the dropdown and the Filter Form/Flow by Data table becomes visible and enabled. The Filter Form/Flow by data topic explains how to set up filters using form/flow fields.

Image RemovedThe tenant admin search screen includes an additional . The additional For Admin User Only section. This section gives the tenant admin the ability to search tasks by user name, tasks by a particular user in a locked state and all locked tasks. Tenant admins will not see the "Find tasks for which I am..." radio control.

Image Added

One very common function is to search for tasks that are locked by a particular user so that the admin can modify them and reassign them to another user or role -- for example if a person goes on vacation and you need to move a saved or pending form or flow to another user.


Users that are designated as Flow Admins for individual workflows  see this screen when they click the Image Removed Search icon. When searching for tasks, if a flow is chosen, and the user is a flow admin for it, then all tasks for that flow display. If no flow workflows will see all tasks for the selected workflow. If no workflow is selected, then all tasks, even those that the flow admin has not participated in, plus tasks for which the user is a flow admin will display.Image Removed

Embedding Your Task List


Tomcat 8.5 doesn't allow curly braces in URLs since they are not valid URL chars and deemed a security vulnerability.

currently support parenthesis as well as curly braces. However, if you are embedding forms, flows or the Task List in your website,  change the markup to use parenthesis (). Support for curly braces {} will be dropped in a future release.